RFP for IT Hardware

Back Print
Agency: Town of Vail
State: Colorado
Level of Government: State & Local
Category:
  • 53 - Hardware and Abrasives
Opps ID: NBD17168631489924076
Posted Date: Nov 30, 2023
Due Date: Dec 13, 2023
Source: Members Only
RFP for IT Hardware
  • Department: Information Technology
  • Start Date: 11/16/2023 1:06 PM
  • Close Date: 12/13/2023 1:00 PM

REQUEST FOR PROPOSALS

FOR

HYPERCONVERGED INFRASTRUCTURE HARDWARE

AND PROFESSIONAL SERVICES

November 16, 2023

The Town of Vail is requesting proposals from IT hardware distributors and professional services firms to install and configure new hyperconverged infrastructure in Vail. This project is being undertaken to replace the current equipment stack.

All interested parties shall register with TJ Johnson, IT Director, by sending company name and contact information to tjjohnson@vail.gov in order to be included on the Proposer list. This will allow town staff to send updates or changes to this RFP. Failure to do so may result in disqualification for this project

Download the full RFP here

Attachment Preview

REQUEST FOR PROPOSALS
HYPERCONVERGED
INFRASTRUCTURE HARDWARE
AND PROFESSIONAL SERVICES
November 15, 2023
Issued by:
TJ Johnson, IT Director
Town of Vail
Information Technology Department
75 S. Frontage Road West
Vail, Colorado 81657
tjjohnson@vail.gov
1
INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS .......................................... 3
INTRODUCTION ............................................................................................................................ 3
INSTRUCTIONS ............................................................................................................................. 3
Intent to Bid......................................................................................................................................................3
Questions ..........................................................................................................................................................3
Schedule of Events .........................................................................................................................................3
GENERAL INFORMATION .............................................................................................................. 4
Limitations and Award ..................................................................................................................................4
EXISTING ENVIRONMENT ..................................................................................................... 5
SUBMITTAL REQUIREMENTS ............................................................................................... 5
COVER LETTER ............................................................................................................................ 6
1.0 REQUIRED RESPONDENT INFORMATION ........................................................................... 6
1.1 Company Background.....................................................................................................................6
1.2 Respondent Personnel ....................................................................................................................7
1.3 Certifications .....................................................................................................................................7
1.4 References ..........................................................................................................................................7
1.5 Quality Management.......................................................................................................................7
1.6 Agreement(s)......................................................................................................................................7
1.7 Evidence of Insurance.....................................................................................................................7
2.0 SPECIFICATIONS ............................................................................................................... 7
2.1 Hyperconverged Infrastructure Hardware................................................................................7
3.0 IMPLEMENTATION........................................................................................................... 18
3.1 Project Success Criteria...............................................................................................................18
3.2 Phase 1 - Plan and Design ..........................................................................................................18
3.3 Phase 2 - Implementation ............................................................................................................18
3.4 Phase 3 – Project Closeout .........................................................................................................19
3.5 Assumptions .....................................................................................................................................20
4.0 OTHER SERVICES ........................................................................................................... 20
5.0 COST PROPOSAL ............................................................................................................ 20
SELECTION PROCESS............................................................................................................ 20
2
INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS
Introduction
This project is being undertaken to install new hyperconverged infrastructure equipment in our
West Vail data center, as well as a redundant installation in our backup data center. The project is
located all within the Town of Vail, Eagle County, Colorado. Both of the new hardware stacks
must be fully installed, configured, and ready to be used as the Town’s primary technology stack
no later than April 1, 2024.
Instructions
Intent to Bid
All Respondents who wish to respond to this RFP must register with TJ Johnson at
tjjohnson@vail.gov. All information shall be submitted via email with PDF attachments – no
hard copies, please.
Questions
Please submit any questions to TJ Johnson via email at tjjohnson@vail.gov by November 28 at
4:00 PM MST.
Schedule of Events
Activity
Due Date
RFP Distribution
November 15, 2023
Deadline for Question Submission (via email)
November 28, 2023
4:00 PM MST
Response to Questions (via email)
November 30, 2023
4:00 PM MST
Response Due Date (via email)
December 13, 2023
12:00 PM MST
Contract Award (Anticipated)
December 21, 2023
Anticipated Project Start
February 2024
3
In the event it becomes necessary to revise any part of the bid, addenda will be posted to the
Town of Vail’s website. It shall be the Respondent’s responsibility to make inquiry as to changes
or addenda issued. All such changes or addenda shall become part of the contract and all
Respondents shall be bound by such addenda.
A. The Town reserves the right to take other action before a contract is signed or a purchase
order is approved; even after Town Council accepts or approves the bid.
B. Please provide all pricing necessary to meet the Specifications (Section 2.0), including
price per unit or service (as applicable), total cost (including any shipping & handling),
and earliest completion date possible, considering all factors.
C. Applicable Laws: the Ordinances and Charter for the Town and the laws of the State of
Colorado concerning competitive bids, quotes, contracts, proposals and purchases will be
employed.
D. Taxes: The Town is generally exempt from Federal Excise and Colorado Sales Tax, so
prices shall not include tax. The Town is a governmental agency and typically qualifies
for governmental discounts.
E. If the Respondent elects to deviate from the Specifications stated, all exceptions or other
changes shall be clearly noted, and details provided.
F. Proposals may not be withdrawn or changed for a period of ninety (90) days after the
official date of opening thereof. This time period may be extended by mutual agreement
of the Town and any Respondents.
G. All proposals shall stipulate an earliest possible completion date, which cannot be later
than April 1, 2024.
H. Proposals shall include all charges for delivery, packing, crating, containers, handling etc.
No additional charges shall be added to the proposal price. Prices bid will be considered
as being based on F.O.B. Delivered, freight included to the Town of Vail, Attn: TJ
Johnson, 75 S Frontage Rd W, Vail, CO, United States.
General Information
Limitations and Award
This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred,
in the preparation and submission of proposals in anticipation of a contract. The Town reserves
the right to shortlist or select one firm from qualified submitters to pursue construction services.
The Town may reject all or any submittal received as a result of this request, to negotiate with all
qualified sources, or to cancel all or part of the RFP. The Town may negotiate a contract with the
first priority firm. If negotiations cannot be successfully completed with the first priority firm,
negotiations will be formally terminated and may be initiated with the second most qualified firm
and, likewise, with the remaining firms.
The project will be awarded to that responsible, responsive Respondent whose proposal,
conforming to this solicitation will be most advantageous to the Town, price and other factors
considered. The Town reserves the right to accept a proposal in whole or in part, to award by
4
item or by group, reject any and all proposals, waive informalities or defects in proposals and
accept such proposals which is deemed to be in the best interest of the Town. Any Respondent
who is in default to the Town at the time of submittal of the proposal shall have his proposal
rejected. The Town reserves the right to clarify any contractual terms with the concurrence of the
Contractor; however, any substantial non-conformity in the offer, as determined by the Town,
shall be deemed non-responsible and the offer rejected.
In evaluating proposals, the Town Vail shall consider the qualifications of the Respondents, and
where applicable, operating costs, delivery time, maintenance requirements, performance data,
and guarantees of materials and equipment. In addition, the Town may conduct such
investigations, as it deems necessary to assist in the evaluation of a proposal and to establish the
responsibility, qualifications, and financial ability of the Respondent to fulfill the contract. The
Respondent’s experience with the other users shall be taken into consideration when evaluating
responsibility of the Respondent.
All proposals submitted in response to this invitation shall become the property of the Town and
be a matter of public record available for review.
EXISTING ENVIRONMENT
Data Center Facilities
1. The primary VXRail stack is currently housed at our Municipal building in Vail.
2. We have a state-of-the-art data center located in a Town of Vail owned and operated
building in West Vail, which currently houses our secondary VXRail stack. This will
replace the Municipal building location as the primary data center. It is fully secured
with space to rack the new hardware, and has modern power, cooling, fire suppression,
and security in place. The primary VXRail stack and the Rubrik installation will be here.
3. Our secondary data center will be in a new location at our Public Works facility, and is
supplied with necessary power, cooling, and security functions.
Current Hardware Solution
1) VXRail 570F cluster in each data center location
a) 2 clusters of 4 nodes each
b) 24 CPU cores per node, 96 per cluster
c) 768 GB RAM per node, 3072 GB per cluster
d) 140 TB storage
e) Data Domains for backup and recovery
f) Additional storage available on Isilon device
5
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

TRY FOR FREE

Not a USAOPPS Member Yet?

Get unlimited access to thousands of active local, state and federal government bids and awards in All 50 States.

Start Free Trial Today >